Office and Rental Coordinator

OFFICE AND RENTAL COORDINATOR - Heritage Hall Preservation Society

ABOUT HERITAGE HALL: Heritage Hall is a 100 year-old historic building at 15th Avenue and Main Street in Vancouver. The building is owned by the City of Vancouver and run by the Heritage Hall Preservation Society, a non-profit charitable organization. The Society exists to restore and manage the building as well as provide an affordable venue for the community. We rent a beautiful, main-floor ballroom for special events of all kinds as well as provide three floors of office space to tenants who are all non-profit charitable organizations.

WEBSITE:

ABOUT THE ROLE: We're looking for someone who thrives in a lively, community-centered environment where no two days are quite the same. This role keeps the office moving and the ballroom booked, balancing organization with flexibility and plenty of self-direction. You'll work closely with our Executive Director, maintenance staff, ballroom renters and building tenants, and handle a mix of admin, events, and building coordination. (Flexible hours may occasionally be needed for evening or weekend events.)

WHY WORK HERE: Join a team that values community and creativity and actively keeps the spirit of this historic space alive. Heritage Hall has been at the heart of countless events over the decades — from celebrations and performances to political gatherings, memorials, and community milestones. Now, we're stepping into an exciting new era, re-introducing ourselves to make sure everyone knows we're an affordable, centrally located, non-profit venue. We're shaping the next chapter of this iconic venue, keeping it alive with events that inspire, connect, and celebrate.

KEY RESPONSIBILITIES:

Office Administration and Building Support

• Keep the office organized and running smoothly
• Build great relationships with renters, tenants, contractors, and staff
• Manage email, voicemail, mail, and calendars
• Handle invoices, payments, and simple bookkeeping tasks
• Coordinate maintenance and custodial work and occasional building lock-up
• Attend weekly staff meetings and help keep everything on track

Ballroom Rentals and Event Coordination

• Respond to rental inquiries and give friendly, informative tours
• Manage contracts, deposits, and payments
• Keep permits, insurance, and floor plans organized
• Maintain up-to-date calendars for rentals and office use
• Coordinate with renters and staff before and after events
• Help make sure everything runs smoothly during event setup and cleanup

Tenant and Board of Directors Support

• Be the go-to person for tenant questions or deliveries
• Schedule meetings, prepare board packages, and take minutes when needed

Communications & Social Media

• Create and post content for Facebook and Instagram
• Respond to messages and comments
• Help keep our website current and engaging

Backup for Executive Director

• Help oversee day-to-day maintenance and coordinate repairs
• Be available for occasional after-hours emergencies

QUALIFICATIONS:

• 2+ years of experience in office administration, facility coordination, or a related field
• Strong organization and communication skills with great attention to detail
• A self-starter who's comfortable figuring things out independently
• Enjoys working "in the grey" — adaptable when things change or information is incomplete
• Proficient in Microsoft Office Suite and comfortable with general tech tools
• Experience with bookkeeping, event coordination, or social media is a plus
• Interest in heritage buildings, community development, or non-profit work is a big bonus

IN SHORT... We're looking for someone friendly, organized, and unflappable — someone who can jump in, take initiative, and help keep this beautiful old building (and everything happening inside it) running smoothly

TO APPLY: Please submit a COVER LETTER as well as a resume via Indeed. Yay

Job Type: Part-time

Pay: From $25.00 per hour

Expected hours: 28 per week

Benefits:

• Dental care
• Extended health care

Work Location: In person